External Relations at the University of Virginia (UVA) seeks a Project Associate (PA) to join the Principal Gifts (PG) team. UVA has a strong, award-winning advancement community, boasting effective, results-oriented, and resourceful professionals. Our community comprises a robust central advancement organization, 12 University schools, and more than 25 University-related programs. We offer a wide variety of career opportunities, as well as an outstanding environment for professional growth and development.

Position Summary

The PA will serve as an organizational point person for and provide general administrative support to the PG team. The PA will track projects, ensure major milestones are achieved, and provide executive-level support for the Director of Principal Relationship Development (DPRD). The PA will also assist with travel and expense reimbursement, meeting preparation, scheduling, data entry, and reporting needs. The successful candidate will have exceptional oral, written, and interpersonal communication skills; the ability to pivot from one priority to the next with short notice; and excellent judgment and professionalism when handling confidential information.

The Project Associate will report to the Director of Principal Relationship Development.

Responsibilities

Project and Task Management

• Track inquiries from schools and units as they request PG review (e.g., of proposals, constituent lists, briefing documents), ensuring that requests are appropriately prioritized and routed.

• Track and monitor updates and next steps for key PG team deliverables.

• Establish project templates, folders, trackers, and similar resources to help PG colleagues execute and report on their work, incorporating approved project- and task-management tools as appropriate.

• Lead and manage special projects from initiation through implementation, ensuring clarity of scope, timelines, and deliverables.

• Assist in creating and updating weekly, monthly, quarterly, and annual reports.

Development and Prospect Support

• Track and monitor the status of requests for presidential appearances at events and meetings with donors and fundraising prospects.

• Assist in the process of inviting alumni, donors, and fundraising prospects to various VIP opportunities (such as small private dinners, reserved seating at events, and athletics suite tickets), including collaborating with schools and units on invitation requests, tracking responses, and facilitating ticket delivery.

• As directed, contribute to, draft, or proofread PG team written materials, including correspondence, meeting and event briefing materials, reports, and proposals.

• Support execution of bespoke gifts and unique experiences to steward top donors.

• Support University leadership development activity, including managing prospect portfolios, tracking visit priorities and next steps, and entering donor data (e.g., contact reports, proposals) into the system of record.

Data and Technology Support

• Develop sufficient fluency in core External Relations platforms (e.g., Salesforce, Blackthorn, Tableau) to create and run reports, update constituent information, generate contact lists, and more.

• Use Microsoft Excel or similar tools to format and organize data to be easily understood by team members and senior leaders to support effective decision making.

• Coordinate with Advancement Services on needed improvements to systems, tools, and processes, including appropriate exploration and integration of AI tools.

• Facilitate internal and external information sharing, including team records and files, shared mailboxes, and event calendars. Maintain the PG team’s intranet pages, templates, and shared resources.

Administrative and Operational Support

• Manage PG team administrative functions, including purchasing, expense reconciliation, managing team accounts, printing, and general office operations.

• Provide high-level executive support to the DPRD, including calendar management, correspondence assistance, and task tracking.

• Coordinate logistics for virtual and in-person meetings led by the DPRD or the PG team, including scheduling, agendas, materials, catering, and room setup.

• Serve as a primary liaison for the principal gifts team to the administrative community.

• Serve as the PG team’s central source of information about University and External Relations administrative updates, including training deadlines, policy changes, and projected periods of system downtime.

In addition to the above job responsibilities, other duties may be assigned.

Minimum Qualifications

• Education: Bachelor's degree required.

• Experience: 2+ years of relevant experience required. Additional relevant experience may be considered in lieu of a degree.

• High level of discretion, integrity, and professionalism in handling confidential donor information.

• Proficiency with Microsoft Office programs (Word, Excel, Outlook).

Preferred Qualifications

• Exceptional ability to manage, monitor, and organize communications and information across many channels.

• Excellent oral and written communication, organizational, and customer service skills.

• Advanced proficiency with Microsoft Word and Excel, along with proficiency with other Microsoft Office 365 programs, such as Outlook, SharePoint, Forms, Project, and Teams.

• Ability to navigate database systems and analyze information using critical thinking skills. Exceptional ability to quickly learn and adapt to modern technology and software platforms.

• Experience with customer relationship management platforms (e.g., Salesforce) for donor tracking and engagement.

• Ability to work independently, using sound judgment to navigate obstacles as needed and complete tasks with minimal guidance.

• Interest in academic fundraising and the philanthropic landscape in higher education.

• Experience with proposal writing, grant writing, and/or executive correspondence.

Physical Demands

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

Salary Range

• The anticipated hiring range is $55,000–$60,000 annually, commensurate with education and experience.

Position Type & Work Location

• This is an exempt-level, benefited position. Learn more about UVA benefits.

• This is a restricted position, which is dependent on funding and is contingent upon funding availability.

• UVA External Relations offers a flexible and hybrid workplace. All team members must have access to and maintain a secure home office environment with high-speed internet service and work collaboratively with others using a variety of technologies and tools. This hybrid position can be worked remotely, although weekly in-person work in our office building in Charlottesville, Virginia, on UVA Grounds, or at event venues is required.

• The successful candidate will live or be willing to relocate within 50 miles of our office building in Charlottesville, Virginia.

About UVA and the Community

To learn more about UVA and in the Charlottesville area, visit UVA Life and Embark CVA.

Application Timeline

Application review will begin after August 24, 2026.

Additional Requirements

• Background checks will be conducted on all new hires prior to employment.

• This position will not consider candidates who require immigration sponsorship now or in the future.

How to Apply

Please apply online, by searching for the requisition number R0086497. Complete an application with the following documents:

• Resume

• Cover Letter

Upload all materials into the resume submission field. You can submit multiple documents into this one field or combine them into one PDF. Applications without all required documents will not receive full consideration.

Reference Check Process

Reference checks will be completed by UVA’s third-party partner, SkillSurvey, during the final phase of the interview. Five references will be requested, with at least three responses required.

Contact

• For additional information about the position, please contact Ann Walker, Associate Director for Staff Success, at awp6h@virginia.edu.

• For questions about the application process, please contact Jon Freeman, jf2sw@virginia.edu.

Job Profile

J1176 - Project Management Professional 1

Career Stream and Level

Professional-P1

The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA’s commitment to non-discrimination and equal opportunity employment.